Remittance input
ERA/EOB sample · USD $80Available document; source and enrollment must be confirmed.
From payment received to payment recorded
From ERA/EOB to recorded payment—with exceptions in view.
A remittance has arrived. Its payment details still need to reach the right patient record. Xpand retrieves available ERA/EOBs from connected sources and runs the posting actions enabled for your setup. Confirm any required review and approval, and check payment, PDF and note outcomes separately.
Share your PMS, remittance source and the posting step taking the most time. Use sample data in the initial demo.
- Dental practices
- DSOs
- Dental billing companies
Choose what to check
Dental revenue cycle management
Review remittances and confirm supported PMS payment updates.
DentalXpand’s dental payment posting software brings remittance retrieval and PMS updates into the same workflow for practices, DSOs and billing companies. Review how remittance data is received and matched, which payment, PDF and note actions your PMS connection supports, and any review or approval required for your setup.
We guide setup and training. You choose when Autopilot runs and who reviews unmatched records or unfinished actions. Financial review stays with the practice or billing company. Already have the remittance documents? Upload them individually or in bulk.
Standard plans include unlimited supported payment posting with no extra posting fee. Custom scope is by agreement. Confirm PMS/source requirements, setup charges and any external costs before activation. Review plan details →
A simple payment-posting example
Example: check the payment, PDF and note results separately.
Synthetic explanatory walkthrough. USD $80 is an invented example. These panels are not live product screens, patient data or measured results. No button posts a payment or connects a practice.
Four steps; select one to inspect the example.
1. Remittance available
▤ Available
An available ERA/EOB enters the configured workflow, or staff upload the document.
PMS result / next action
No PMS update yet. Matching is the next step.
2. Destination identified
◎ Match to review
Compare the patient and claim details before the configured posting actions continue.
Remittance input
Sample payment · USD $80Use the available patient and claim information to identify the destination.
PMS result / next action
Matched destination in this example. Unmatched records go to the assigned reviewer.
3. Separate action results
! Partial example
Payment entry, document and notes are separate results. This scenario deliberately shows unfinished work.
Remittance input
Sample payment · USD $80The available document remains the evidence for review.
PMS result / next action
✓ Payment entry: complete · USD $80
! PDF upload: needs retry
— Notes: confirm configured result
4. Reviewer checks the result
◎ Staff review
Keep the completed payment in place, retry the failed document action and verify its outcome.
Remittance input
Sample payment · USD $80Compare amounts, adjustments and patient responsibility with the remittance.
PMS result / next action
Assigned billing reviewer checks payment, PDF and notes separately. Deposits and bank settlement are reconciled separately.
Scope: source availability, PMS version and configured actions determine the real result. Your practice or billing company owns exception decisions and financial review.
Matched payment — USD $80
The expected result is an $80 payment entry in the correct PMS record, the available ERA/EOB document uploaded and the agreed comments added. Staff compare the completed result with the remittance and review adjustments or patient responsibility separately.
Patient or claim not matched
The sample $80 payment needs review before posting. Your team resolves the patient or claim match before continuing the configured workflow.
Payment complete — document pending
The sample $80 payment is posted, but the PDF action has failed. Check the notification and report, keep the completed payment in place and retry only the failed document action. Verify the document result before treating the work as complete.
Retrieval, matching, posting and review
Automatic ERA/EOB retrieval and PMS posting
Routine matched payment
- 01
Automatically retrieve the ERA/EOB
Xpand retrieves available remittances from connected insurance sources for the practice. Optional individual or bulk uploads enter the same workflow.
- 02
Match the patient and claim
The workflow uses the available payment, claim and patient details to locate the destination record.
- 03
Post, upload and document
The payment entry, ERA/EOB PDF and accompanying comments or notes are separate updates to the patient record. Xpand performs the actions enabled during setup and reports each outcome separately.
- 04
Cross-check the results
Xpand automatically cross-checks posting results and exposes completed work and exceptions through the dashboard and reports. See what to do when an output fails →
Needs your team’s review: unmatched records or unclear results need a person’s decision. If a payment posts but a PDF or note update fails, Xpand sends a notification and report; retry the failed action. Items whose required updates are already complete are skipped.
Illustrative workflow. Source availability, record matching and the actions enabled for your PMS determine which items can complete automatically. Your team retains financial review and reconciliation.
Payment entries and supporting documents
PMS payment entries, PDFs, notes and follow-up
Automatic payment entries
See the payment entry in the intended PMS record and compare the amount with the remittance. A posted entry records the payment; your team checks the deposit and bank settlement separately.
Patient-profile PDFs, notes and comments
When someone asks about a payment, staff can refer to the ERA/EOB PDF on the patient profile and the accompanying notes or comments. These updates run through the actions confirmed for that practice.
Exceptions with a next step
Xpand flags unclear posting results for human review and skips an item when its required updates are already complete. Missing remittances, unmatched records and uncertain details still need a person to investigate.
Secondary-claim setup and review
- Review the primary response.
- Confirm the remaining requirements.
- Confirm the production route, payer enrollment and any required approvals for automatic secondary submission in your setup.
Xpand does not submit primary claims. Confirm production secondary-claim support, payer enrollment and recorded results for your setup.
Dashboards and reporting
Use dashboards and reports to review posting activity and follow-up work. Keep incomplete items assigned to a person until they are resolved.
Polite, provider-approved patient reminders
Prepare patient reminders for provider review. A reminder is sent only after the provider approves it.
If only part of the work completes: a posted payment does not mean the PDF and notes also succeeded. Xpand sends a notification and report when a document or note action fails after posting. Assign the failed update to a reviewer, retry that action and check the result. Leave the completed payment in place.
Continue with claim-status and AR follow-up. Configured webhook notifications report events after Xpand receives a payer or clearinghouse event. The source controls when that event becomes available, so this timing does not promise faster payer processing or bank settlement.
Execution and ownership
Posting responsibilities and human review
The roles below are planning examples. Map them to your team and confirm each reviewer’s actual access during setup.
On smaller screens, scroll the table sideways to see every column.
| Stage | Configured workflow | Example review owner and checks |
|---|---|---|
| Trigger | Start a batch or run an enabled schedule. | Practice manager: practice scope, permissions and source availability. |
| Retrieve and match | Retrieve supported remittance data and match the relevant record. | Posting specialist or billing lead: unmatched identity, incomplete payment data or ambiguous claim references. |
| PMS write | Run the supported payment, ERA/EOB document and comment actions enabled for that client’s PMS. Confirm any required review or approval and check each result separately. | Posting specialist: exact PMS/version, action permissions and the confirmed result of each write. |
| Exception handling | Return incomplete or failed workflow steps for follow-up. | Billing lead: who resolves each exception and whether a retry is appropriate. |
| Financial review | Provide workflow results and available supporting records. | Designated financial reviewer: posting accuracy, adjustments and reconciliation. Check bank settlement separately from the PMS entry. |
Your practice systems
PMS compatibility and enabled actions
DentalXpand has live connections with Open Dental, Eaglesoft, Dentrix Core, Dentrix Enterprise, Dolphin and Dentrix Ascend. The connection name is only the starting point: during guided setup, we check the version, connector and remittance sources, then confirm which payment, PDF, note and retry actions the practice can use.
Coverage varies by setup. Use the connection status matrix to check the listed systems, and ask to see your required actions in the demo. Secondary claim submission is configured separately.
View the PMS connection status matrix →Setup and pilot checks
Setup, cost and pilot planning
Start with the first practice. DentalXpand handles setup and training, establishes the PMS connection and confirms the available actions and exception owner. Data is ready within 24 hours after that PMS connection is established. Adding locations depends on each office’s setup and readiness.
Before adding more locations, check the payment, PDF and note outcomes separately. Count each payment entry once, record unresolved items and measure the staff time spent on review and corrections.
Illustrative workload estimate: 100 payment entries × 3 manual minutes = 300 minutes a month. If retained workflow and review work takes 120 minutes, the assumed difference is 180 minutes (3 hours). These are sample inputs, not measured performance, cash savings or a quote; use your own observed workload and confirmed subscription, setup, connection and external-service costs.
View the PMS connection status matrix → · Review the Trust Center →
Audience fit and review ownership
Posting responsibilities by team type
Decide who reviews payments at each practice.
Posting responsibilities change as your team grows. Here is what to plan for.
Single dental practices
A payment can arrive while the front desk is taking calls or checking in a patient. Autopilot handles routine remittances within the posting setup; an assigned reviewer deals with exceptions.
Multi-location practices
Different offices can have different PMS versions and remittance sources. Set up each location for its own sources and destination records.
Dental billing companies
A posting rule that suits one client may not suit the next. Set up each practice’s workflow around its instructions, and name the person responsible for unresolved items. Explore software for dental billing companies.
Small DSOs
A growing team needs a repeatable routine, with posting coverage checked for each office. Who will sign off the first office before you expand to others? Start with one practice, then expand →
Large DSOs
Different PMS versions, entities and user roles complicate a large rollout. Check the available posting actions and access for each practice before adding it.
Retrieval, individual uploads and bulk controls
Choose how you start
Automatic ERA/EOB retrieval through to the patient record.
Retrieve and post on Autopilot
Choose a schedule for Autopilot to run the workflow agreed during setup. Confirm which remittance sources and posting actions the practice can use, including any review or approval needed before payment updates. Authorized users can start, pause or retry it.
Optional individual or bulk uploads
Upload one ERA/EOB or a batch of documents you already have. The enabled posting and documentation actions then follow the same workflow.
Start with requested claim follow-up
Start with claim follow-up and continue to retrieval and posting when the remittance is available. The dashboard shows the follow-up work; the payer controls its response and payment timing.
Individual and bulk posting controls
- One EOB: download the EOB, choose Find Patient to locate the patient in the PMS, then choose Post Payment. Xpand maps and posts the payment.
- Bulk checks or ERA/EOBs: choose Find All Patients to build the patient list, then choose Post All Payments.
What to check in your demo
Check a payment result and an exception
Evaluate dental payment posting software in your PMS
For a useful demo, tell us which PMS and version you use, where remittances come from and roughly how many payments you post each month. We will walk through the software with approved synthetic data. Keep patient data out of the initial request.
Follow one ordinary remittance
Ask to see connected-source retrieval or an optional upload, patient/claim matching, the enabled PMS payment entry, and the separate PDF and note outcomes.
See one exception and retry
Use a synthetic unmatched item or failed document/note action. See who handles the exception and how the failed action is retried. Include configured secondary submission only when relevant; primary submission is not automated.
Agree the daily routine
Choose when Autopilot runs and who owns unresolved items. Authorized users can start, pause or retry the configured workflow.
Understand the plan cost
Unlimited payment posting is included in your plan with no extra payment-posting charges. Review the subscription terms and ask which costs apply to your setup.
Book a payment-posting demo → · Compare plans →
A synthetic walkthrough explains the workflow; it is not a production reliability benchmark or evidence of measured customer savings. Any private recording uses approved data and requires agreement with the team.
Support, access and agreement details
Published support and policy resources
Support, access and data terms
Access follows your organization, practice and assigned role; controls vary by configuration and deployment. Confirm the intended workflow and required signed BAA before processing protected health information.
For help, contact support@dentalxpand.io. Published support hours are Monday–Friday, 8 a.m.–6 p.m. Eastern Time. Confirm escalation and response coverage during setup.
Your applicable signed agreement controls retention, export, renewal and cancellation. Use the linked data, retention and transition resources for the detailed terms.
Documents for review: Security and access · PHI readiness · Data lifecycle · Service providers · Retention policy · Transition and cancellation terms
ERA, EOB and EFT glossary
Remittance information and bank funds are different
ERA, EOB and EFT: understand the source and the funds.
ERA/EOB information explains the payment; EFT moves funds. A retrieved document or posted PMS entry does not confirm bank settlement. Read the ERA, EOB and EFT definitions and official guidance →
Payment-posting questions
Dental payment posting software FAQs
What is dental insurance payment posting?
Dental insurance payment posting records the insurer payment against the correct claim and patient account in the PMS. Teams review the ERA or EOB, payment amount, adjustments and patient responsibility, then check the resulting record. Dental payment reconciliation also involves checking the corresponding deposits and financial records.
Is payment posting included in the plan?
Standard plans include unlimited supported payment posting with no extra posting fee. Custom scope is by agreement. Your PMS connection, remittance sources and enabled actions are confirmed during setup; ask about setup charges and any external costs before activation.
Can Xpand retrieve ERA/EOBs from insurance and post payments automatically?
Yes. Xpand can retrieve available ERA/EOBs from connected insurance sources and carry them through to payment entries, PDFs, comments and notes in the relevant patient records. During setup, we confirm the PMS, source enrollment and actions that can run automatically. If you already have the documents, individual or bulk uploads are another way to start.
Can dental payment posting run on Autopilot?
Autopilot can run the remittance retrieval and posting actions enabled for your practice on the agreed schedule. Confirm sources, supported PMS actions and any required review or approval during setup. Authorized users can start, pause or retry the workflow. DentalXpand handles setup; data is ready within 24 hours after the PMS connection is established. Staff still review results, exceptions and reconciliation.
Can I use individual steps, bulk posting or claim follow-up?
Yes. Single-file and bulk uploads are optional alternatives to automatic retrieval. For one EOB, download it and use Find Patient to locate the patient in the PMS, then use Post Payment to map and post the payment. For bulk checks or ERA/EOBs, Find All Patients builds the patient list, followed by Post All Payments. You can also request claim follow-up and continue into retrieval and posting when the remittance becomes available. The payer controls its response and payment timing.
How does Xpand work alongside our PMS payment-posting tools?
Start with the steps your PMS already handles. Then use the Xpand demo to examine the gaps: retrieving remittances, entering payments, attaching documents or reviewing unfinished work. Xpand works with your existing patient and payment records, but its six live PMS connections do not all provide identical posting actions. Confirm the actions for your version and practice.
Does Xpand automatically submit secondary claims?
Automatic secondary submission depends on the configured production route and payer enrollment. Review the primary response and remaining requirements, confirm any approvals needed and check the recorded result. Xpand does not submit primary claims. Confirm the payer and PMS setup for each client practice.
How quickly do claim-status notifications arrive?
Configured webhook notifications report events after Xpand receives the payer or clearinghouse event. The payer or clearinghouse determines when the source update becomes available. Confirm notification delivery in your setup. This describes notifications, not a promise of faster adjudication, payment or bank settlement.
Which payment details still need staff review?
Check the amount, adjustments, patient responsibility and remark codes against the remittance and the practice’s rules. Xpand automatically cross-checks posting results, and corrections can be made through manual updates from Xpand. A payment difference, ambiguous record or missing source detail still calls for a specialist decision. Automation does not eliminate every billing error.
Is a downloaded EOB the same as a posted payment?
No. Having the EOB in hand tells you the document was retrieved, not that the payment reached the PMS. Check the payment entry, PDF upload and notes separately. If posting succeeds but a PDF or note update fails, Xpand sends a notification and report so you can retry the failed action. The work is complete only after the required results have been checked.
Is PMS posting the same as bank reconciliation?
No. A confirmed PMS entry records the payment update. Your team must separately reconcile deposits and bank settlement using the appropriate financial records.
What happens to repeated ERA/EOBs, unclear results or unusual payments?
If a posting result is unclear, Xpand flags it for human review. If the required updates are already complete, Xpand skips the item. Unmatched identities, incomplete source details, partial or zero payments and adjustments may still need a specialist decision. Confirm the supported handling and review owner during setup.
What is the difference between an ERA, an EOB and an EFT?
An ERA (electronic remittance advice) supplies electronic claim-payment and adjustment information. An EOB (explanation of benefits) explains how benefits and payment were applied, including patient responsibility. EFT (electronic funds transfer) is the banking process used to send funds. ERA/EOB information helps your team post and review payments; an EFT or a posted PMS entry does not by itself complete reconciliation.
How should we compare Xpand with an outsourced payment-posting service?
Compare who does the work as well as what you pay. DentalXpand is SaaS software with guided setup and training; the practice, DSO or billing company runs the posting workflow, while its staff handle exceptions, adjustments and final reconciliation. Unlimited payment posting is included in the standard plan with no extra posting charges. Ask an outsourced service which tasks its people perform and how those fees compare with a software subscription.
Who approves patient payment reminders?
The provider reviews and approves the patient reminder before it is sent. Xpand supports polite reminders as part of follow-up, while the provider keeps control over that patient communication.
Connect the work before and after payment.
Bring your real workflow
Review your payment-posting setup.
Bring your PMS mix, payer requirements and monthly workload to a guided demo.